A round robin calendar distributes incoming bookings across multiple team members based on their availability. Instead of routing every appointment to a single person, the platform checks which team members are free and assigns the booking automatically. This reduces scheduling bottlenecks, balances workloads, and ensures customers always find an open slot even when individual team members are busy.
When to use round robin
Round robin calendars are a strong fit when:
- A sales or support team handles the same type of appointment and any team member can serve the customer
- You want to balance the appointment load evenly across staff
- You need bookings to route to a contact’s assigned user first, then fall back to the team
- You want customers to see a single booking page rather than choosing from individual team member links
Creating a round robin calendar
- Go to Calendars > Calendar Settings and click + New Calendar.
- Select Round Robin as the calendar type.
- Enter a calendar name and optional description.
- Under Team Members, add at least one team member. You can add as many as needed.
- Set the meeting duration in minutes or hours.
- Configure the booking URL slug (the platform checks availability automatically).
- Set your availability hours, minimum notice period, and any other booking rules.
- Click Save.
Give the calendar a name that reflects the team or purpose, not a specific person’s name — the booking URL will be stable even as your team changes.
Distribution logic
The platform uses two distribution approaches for round robin calendars:
Optimize for availability — The platform checks team member schedules in the order they were added and assigns the booking to the first available person for that slot. This prioritizes filling open slots quickly.
Optimize for equal distribution — The platform tracks how many appointments each team member has received and routes new bookings to the person with the fewest. This balances the workload more evenly over time, though it may occasionally skip a team member who is free if they already have more appointments.
To select a distribution method, go to the calendar’s Meeting Details tab and look for the distribution setting under team member configuration.
Priority assignment
You can assign priority levels to individual team members within the round robin pool. Higher-priority members receive bookings first when multiple team members are available for a given slot. This is useful for ensuring senior staff or specialists are given preference while still falling back to the broader team when they are unavailable.
Always book with assigned user
When a contact in your CRM has an assigned user, the platform can attempt to route their booking to that specific user first. If the assigned user is available, they get the appointment. If not, the booking falls back to the standard round robin distribution.
To enable this:
- Open the calendar editor and go to Meeting Details > Team Members.
- Click Advanced Settings.
- Toggle on Always Book with Assigned User.
Staff selection option
By default, customers do not choose which team member they meet with — the system assigns one automatically. You can optionally enable a staff selection step on the booking page, allowing customers to pick a specific team member before choosing a time slot. Enabling this turns the experience into a hybrid model where customers have a preference but the calendar still manages the underlying availability.
Handling unavailability
When a customer selects a time slot, the platform verifies that at least one team member is available. If every assigned team member is booked or unavailable at the requested time, that slot does not appear on the booking page. The calendar will never show a slot that cannot be filled.
If a team member declines or cancels an appointment after it is booked, the platform does not automatically reassign it — you would need to manually edit the appointment or contact the customer to reschedule.
Conflict prevention
Link each team member’s external calendar (Google Calendar, Outlook, or iCloud) under their Connections settings to block slots where they already have conflicting commitments. The round robin logic respects these external conflicts when calculating availability.
Remind each team member to keep their external calendar conflicts up to date. Stale conflicts can cause the platform to show inaccurate availability or over-book team members.
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